Information for participants of AWI expeditions

From the idea to the expedition

The AWI runs different research platforms and organizes scientific expeditions. In doing so it is subject to national and international laws, customs and freight regulations as well as international agreements. Our department of logistics and research platforms provides support to all participants planning an expedition.

Please follow the 3 steps to ensure a successful and smooth realization of your project:


Please fill in all forms carefully, completely and readably in order to avoid time consuming questions, misunderstandings and delays when preparing your expedition.  

Please take care that all necessary forms are presented to AWI logistics in due course. In case that any documents are missing or submitted too late your equipment might not be processed in due time, or, in the worst case, you will not be allowed to take part in the expedition.

In case of questions do not hesitate to contact the chief scientist of your expedition or the persons in charge in the logistics department.

Some specially marked forms must be submitted to AWI logistics as signed original - scanned email versions are not accepted. For details please see the mandatory deadlines list.

General forms valid for most expeditions

Not necessary for expeditions with Polarstern, Heincke, Uthörn, MYA II, Aade, Diker.
Except applications for the use of UAS, UAV, etc.

Personal questionnaire

  • To be filled in for every single expedition.
  • AWI employees have to attach a copy of their "Dienstreiseantrag"
  • The questionnaire must be send as a signed original by mail to AWI-Logistics.
  • The questionnaire must be signed by your employer. At the AWI that is your superior/leader of the scientific section.

Download personnal questionnaire

For POLARSTERN-Expeditions the personnal questionnaire is no longer necessary starting with PS113. The required information must be entered online into the new ExpeditionInterfaceSystem (EIS).
Participants will be invited to join via email.

Medical questionnaire

  • a medical examination before the expedition is mandatory for all participants.
  • the AWI medical officer decides whether a participant is suitable to take part in an expedition.
  • the checkup is valid for 12 months and has to be repeated thereafter.
  • a participant must not take part in an expedition without the approval of the AWI medical officer.

German participants

  • the AWI medical officer is the relevant authority for AWI employees
  • all other participants have to turn to their GP and have to bear the costs themselves.
  • please send the findings of your GP to the AWI medical officer only (via mail or fax). 

Foreign participants

  • all foreign participants have to consult their GP and have to bear the costs themselves.
  • Please send the findings of your GP to the AWI medical officer only (via mail or fax).

Address of the AWI medical service:

Ärztlicher Dienst - Medical Service
Prager Str. 71
27568 Bremerhaven

Tel.: 0471 - 43636
Fax: 0471 - 417858

Download medical questionnaire



Release from liability

The formerly required release from liability is not necessary any more.

Declaration of the employer

for employees from German institutions only, see german site

Clothing Store - Polar clothes

UAS, UAV, flightsystems, "drones"

Unmanned aerial vehicles or systems may only be used during AWI expeditions and at AWI infrastructures with a permit issued by the AWI department Operations and Infrastructures. Please contact for applications and information.


Beate Kuhlmann-Treu

Helmholtz-Zentrum für Polar-
und Meeresforschung
Logistik & Forschungsplattformen
Am Alten Hafen 26
27568 Bremerhaven

Specific forms and information

Antarctic - Dallmann laboratory

For further information, please contact Dirk Mengedoht

Clothinglist Antarctica

For project leader:

Project application form 2017/18

(Deadline 15th May 2017)

Freight label Bremerhaven → Dallmann Laboratory

Freight label Dallmann Laboratory → Bremerhaven

Freight delivery at Warehouse 31.08.2017

Freight documents until 23.08.2017 to

Arctic - AWIPEV

For further information please visit:

Clothinglist Arctic

Arctic - Samoylov

The following background information about Siberia and Samoylov, converning the journy and the stay on the island is especially destined for those planning a reaserch stay at Samoylov station.

General information

Samoylovsky island where the station lies is situated in the large Lena delta. This river delta system is the largest of its kind on the total circum-Arctic mainland. It is situated at the Laptev Sea coast between Taimyr peninsula and the New Siberian islands. The next city is Tiksi.


There is a helicopter connection between Tiksi and Samoylov that takes 45 minutes. Alternatively there is a ship connecting Tiksi and the island which needs about 12 hours. Tiksi can be reached by airplane from Moscow or Jakutsk.

Geographical poisition

Samoylovsky island is situated at a geographical position of 72.2° N and 126.9° E.

Time zone

Samoylov is situated in the time zone UTC (CET) +9 hours. In summer, the middle European summer time CEST +9 hours resp. UTC +10 hours is used.

Energy supply

Energy supply in Russia and on Samoylovsky island is similar to that in Europe. Plug sockets on Samoylov are identical with the European ones. As Russian plug are a bit bigger that those usual in Europe it is possible that German plugs might not fit Russian plug sockets. Electricity at the station is produced by mean of a few Diesel generators and a small wind generator.

Telephone and email

The station disposes of a fixed satellite connection and WLAN. It can be reached on the phone via a Moscow fixed network number. In addition there are satellite telephones for emergency cases.

Drinking water

Drinking water is pumped from a near by lake. The new station has an own drinking water treatment plant and a waste water purification system.


The station is equipped with several showers that may be used permanently, as well as an electrical sauna. Moreover, the old "banja" is fired about twice a week. The new station is provoded with a washhouse with two washing machines and tumble dryers each.


The kitchen is completely furnished for the provision of all station employees and expedition participants. The cooking is done by an employed cook.

Midnight sun/Polar night

The sun does not got down from end of April to beginning of August. Total darkness prevails from mid November until end of January, when the sun is situated more than -8° underneath the horizon.


Winter: dark, cold, sown coverage (December until February)

Spring: bright cold, snow coverage (march until May)

Summer: bright warm, humid, mud/rain (June until August)

Autumn: it is getting darker and cooler, rain/snow (September until November)

Practical information

Outdoor clothing

Particular clothing is needed for polar areas in winter and spring. Temperatures of less than -30°C require special attention when staying outdoors. Even in summer and autumn winter clothing like caps, gloves and warm coats are needed. Climate conditions are then to be compared with those in middle European autumn and winter. During this period, waterproof shoes are essential for land excursions. Because of the superficially thawing permafron soil the ground is very sludgy in July and August. For longer stays outdoor it is important to wear sunglasses of high quality in the bright seaon, because otherwise your eyes might be seriously damaged by the combination of snow covered ground and brillant sunshine.

Indoor clothing

The station building is well heated. Please bring your own indoor slippers to help keeping the rooms clean and dry.

Clothinglist Arctic

Other Shoreexpeditions

For further information please contact Dirk Mengedoht

Clothinglist Arctic

Clothinglist Antarctica 

Polar 5 & Polar 6

For the participation in a measuring flight campaign the "general forms" are needed. In addition, a "sea survival" is compulsory when taking part in measuring flights oer water.

For measuring flight campaigns in Antarctica, you must have participated in an "environmental seminar for Antarctica", moreover it is recommended to take part in a course for adequate behaviour in the mountains ("Bergkurs")

Outside of Antarctica, the PI needs to obtain all necessary national permits.


Information and documents are only available in German:

Documents from the general part at the top of this page are not necessary for Heincke expeditions.

Uthörn, Mya II, Aade, Diker

Information and documents are only available in German:



Diese Schiffe werden nach den Anforderungen vor Ort eingesetzt.
Bitte wenden Sie sich an den jeweiligen Stationskoordinator auf Helgoland, bzw. Sylt.

Die Dokumente aus dem Allgemeinen Teil, oben auf dieser Seite sind für Fahrten auf den Schiffen Uthörn, Mya II, Aade und Diker nicht nötig.

General Information

Please read the information carefully to be well prepared. If you have any questions regarding your expedition please contact one of the above mentioned.